Dover Free Public Library

For Understanding

Weekly WhatsApp Update — Info Only

Handled by Ariel/Admin

An overview of how the weekly WhatsApp update is created. For information purposes only.

For information purposes only

This section explains how the weekly WhatsApp update works. For now, it is for information purposes only. Ariel/Admin currently handles this process because it is connected to the automation workflow. Staff can use this section to understand the process and prepare for future training.

1. Why this section is included

Even though staff are not doing this step yet, it is helpful to understand how the weekly update is created.

The weekly WhatsApp update connects:

  • ChatGPT
  • The library calendar
  • English and Spanish message versions
  • WhatsApp templates
  • The 24-hour WhatsApp window
  • The GoHighLevel workflow

Because these pieces work together, Ariel/Admin manages this part for now.

2. Staff support role

Staff can support the weekly WhatsApp update by making sure event information is accurate.

Staff can help confirm:

  • The calendar is updated
  • Event times are correct
  • Event rooms or locations are correct
  • Registration details are correct
  • Flyers are ready
  • Cancellations or changes are shared with Ariel/Admin

Library calendar:

https://dfpl.libnet.info/

3. How the weekly message is created

  1. 1Ariel/Admin uses the library calendar to collect the weekly events.
  2. 2The events are placed into ChatGPT using a saved prompt.
  3. 3ChatGPT creates a short WhatsApp-friendly message in English and Spanish.
  4. 4The message is reviewed before being added to the weekly WhatsApp automation.

Every weekly message must include

https://dfpl.libnet.info/

4. Prompt used for weekly WhatsApp messages

For information and future training. Staff do not need to use this prompt unless instructed.

5. How the WhatsApp automation works

1

Approved WhatsApp template message

2

User clicks or replies

3

24-hour WhatsApp window opens

4

Full weekly calendar update sends

Why this matters

This is why the weekly update may start with a short message before sending the full event list. That first message helps the system follow Meta/WhatsApp rules.

6. Current responsibility

Staff

Help keep information accurate.

Ariel/Admin

Manages the weekly WhatsApp automation.

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